Workday Procurement For Principals CMSD Workday Finance and Procurement
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Workday ProcurementFor Principals
CMSD Workday Finance and Procurement
Welcome
Welcome Principals to the Workday training for the Procurement process.
As a Principal, in Workday you have been given the authority to Approve various purchasing documents, Create Budget Amendments, and Create Purchase &Change Orders
Additionally, be aware that most CMSD employees will have the capability to kick-off the procurement process, but it is up to you to decide if they should, or if they should continue to work with the School Buyer to purchase what they need.
2
Training Materials
All training materials are posted to the CMSD’s Workday Learning Library at the following URL: http://www.clevelandmetroschools.org/Page/9490
3
Course Purpose
The purpose of this course is to explain the Workday Procurement process and how the process has changed.
– Since Buyers have such a significant role in the Procurement process, this course is designed to explain the full process, not just the specific tasks Buyers and Approvers are expected to complete, respectively.
4
Course Objectives
Upon completion of this course, you will be able to:
Describe at a high level the Procurement process
Identify which Workday procurement tasks are completed by buyers or approvers
Purchase goods or services through Workday
5
Agenda
This course has the following lessons: Lesson 1: Create Requisitions
Lesson 2: Processing Requisitions
Lesson 3: Create Purchase Orders
Lesson 4: Processing Purchase Orders
Lesson 5: Processing Supplier Contracts
Lesson 6: Receiving & Payment
Lesson 7: Procurement Summary
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Procurement Process
7
Trigger
Decision Box?
Workday Task
Process Box
Document/External task
Process Flow Key:
CMSD Procurement Process
Goods needs tobe purchase...
Employee enters Req in
Workday?
Provide details to the Buyer to enter
in Workday
Create Purchase Requisition(Employee)
No
Yes
Create Purchase Order
(Buyer)
Submit PRIs budget available?
PR on Hold
Budget Amendment
Process
Are Funds available?
Yes
No
No
Is Reqready to be submitted?
Display/Change Purchase
Requisition(Employee/Buyer)
No
YesPR Approval
ProcessIs budget available?
PR on Hold
Are Funds available?
No
Budget Amendment
Process
Yes
No
Purchase Order Created
(Automated)Yes
IsPO correct/complete?
Yes
Issue PO to Supplier
PO Approval Process
Is PO ready to be submitted?
Display/Change PO
No
Yes
Yes
Display/ChangePO
No
Does the PO need changed?
Yes
No
Does the PO need changed?
Create Change PO
Yes
Were the goods delivered?
Follow-up with Supplier
No
No
Create a Receipt
Received damaged
items?
Received less than ordered?
Yes No
Return Process
Yes
Yes No
Services needs to be purchased...
Create Supplier Contract (SC)
(Buyer)
IsSC ready to be
submitted?
SC Approval Process
Yes
Edit/Amend Supplier Contract
(SC)(Buyer)
No
Is SC approved?
No
Send SC to SupplierYes
Does the SC need changed?
Yes
Were the services
provided?
Pay Process
YesNo
Follow-up with Supplier
No
Istotal more than
$50K?No
Create Purchase Requisition
(Buyer)
Yes
Cancel Requisition Cancel Requisition
Can SC be updated?
Yes
Cancel Supplier Contract
No
Can PO be updated?
Yes
Cancel PO
No
Sourcing Requisition
(Buyer)
Is Reqfor non-catalog
item?
Yes
No
Supplier Maintenance
Process
No
Isthe Supplier in
Workday?Yes
Add or edit WD Supplier...
Is POChange Order
required?
No
Yes
Itemin Punch-out or
catalog?No
Yes
End
Procurement
Beginning July 1, 2017, all budget, procurement, and employee reimbursement transactions will occur in Workday
The Finance & Procurement modules builds on the self-service and transparency themes from the Human Capital & Payroll implementation, by enabling you (Based on your Role) self-service access to:– Enter your own orders
– Review your budget, encumbrances, and expenditures
– Request your own budget amendments
– Track procurement approvals
8
Key Terms (Workday vs. Legacy)
Workday Legacy SystemSpend Category Object
Cost Center OPU / School Code / Building Code
Program Special Cost Center (SCC)
Supplier Vendor
Worktags Account String / Budget Code
9
Questions to be Answered in Class
What are Requisitions, and when are they required?
What happens when the Budget Check fails?
How do I move money from one budget to another?
How do I create Purchase Orders (POs)?
How long does it take to get a PO approved?
What is the difference between editing a PO and creating a Change PO?
When is it necessary to create a Supplier Contracts?
Why would I create a partial receipt vs a full receipt?
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Lesson 1: Create Requisitions
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Lesson Purpose
The purpose of this lesson is to cover the important points around the Purchases worklet, creation of requisitions, and the differences between an employee and Buyer creating requisitions.
12
Lesson Objectives
Upon completion of this lesson, you will be able to:
Describe the Requisitions creation process
Identify who can create Requisitions in Workday
List the ways to create a Requisition
List the primary errors that occur when creating a Requisition
13
New Workday Terminology
Requisitions: Request to buy, draft document until approval
Punch-out: Procurement term referring to the ability to access a Supplier’s website to procure goods directly through Workday
Catalog: List of supplier items available to purchase in Workday
Purchase Item: List of CMSD standard items available to purchases in Workday
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New Workday Terminology (cont.)
Worktag: (Budget String) Classifies data related to people, financials, or location information and include the Spend Category, Cost Center, Function, Program, and Additional Worktags (Grants or Projects)
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Fund
SCC
Function
Object
OPU
Fund
Cost Center
Spend Category
Function
Program
Ledger Account
Grant / Gift
Legacy System Workday
16
Budget Structures Breakdown
New Cost Center Numbers
In Workday, Cost Center numbers are XXXXCC
School Cost Centers will be their existing OPU number with an extra “0” in front Clark’s OPU is 088; their Workday cost centers will be 0088CC
Cost Center & Program Combinations
Program worktags are required for all purchasing transactions
The combination reflects who is the beneficiary of the expense (cost center) and (roughly) who controls the resource (program)– It is similar to the current SCC and OPU combinations
For Examples:– 0188CC Garfield & 310PG School Budget = School Principal
– 0188CC Garfield & 210PG Facilities = Facilities Department
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Create Requisition Process
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Goods needs tobe purchase...
Employee enters PR in Workday?
Provide details to the Buyer to enter
in Workday
Create Purchase Requisition(Employee)
No
Yes
Submit PRIs budget available?
PR on Hold
Budget Amendment
Process
Are Funds available?
Yes
No
No
Is PRready to be submitted?
Display/Change Purchase
Requisition(Employee/Buyer)
No
YesManage
Requisitions Process
Yes
Istotal more than
$50K?
No
Create Purchase Requisition
(Buyer)
Yes
Cancel Requisition
Itemin Punch-out or
catalog?
No
Yes
Purchase Order Process
From your Workday Home screen, click to access the Purchases worklet.
Enables user easy access to create or view requisitions, receipts, and templates. Additionally, any items previously added to your chart display atthe bottom of the worklet
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Purchases Worklet
Requisitions
A Requisition is an internal document identifying the following information:– Item(s) to purchase (Product Only, no Services)
– Quantity
– Requested Delivery Date (Only a Request)
Create requisition using the following methods:
– Search Catalog
– Non-Catalog Items
– Supplier Website
21
Requisitions
Most employees have the capability to enter a requisition directly into Workday, but it is not required
Employees can still provide the details to a secretary/ administrator (Buyer), who can enter the order in Workday
22
Available Requisition Types
Board Authorizing (Authorizing Board Resolution):– Authorizing requisitions are for purchases of certain goods,
equipment, and/or materials in any dollar amount where the funds for the purchase have already been authorized by the Board of Education for use under an “Authorizing Resolution”
Board Awarding (Awarding Board Resolution):– Purchases requiring direct authorization by the Board of
Education and are processed as an Awarding Board Requisition
– Example: Purchasing of certain goods, equipment, and/or materials with a total cost greater than $50,000 and an Authorizing Resolution is not in effect
Regular: – When purchasing goods totaling less than $50,000
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Create Requisition – Search Catalog
Catalogs will be loaded into Workday to make it easier for you to find items to procure
Catalogs are managed by the Purchasing department and will be updated periodically after go-live on a case-by-case basis
There are 5 ways to search for items:– Search field
– By Category
– By Supplier
– By Catalog
– Scrolling through Results
Initially, you are only selecting the items, it is not until you access the Cart, that you enter the quantity
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Create Requisition – Non-Catalog Items
When you do not know the specific item or cannot find the item in a catalog or Supplier website, then select the Request Non-Catalog Items requisition type
Processing this type of requisition has the following additional steps:– Add/Approve a new Supplier
– Sourcing Requisition: An extra processing step for the Buyer to assign/validate the Supplier filling the order
If the supplier is known, be sure to enter it when creating the requisition, so it is viewable during the approval process– All Non-Catalog requisitions go to the Buyer to identify or
confirm the supplier, even if the Buyer creates the requisition25
Non-Catalog Requisitions
Be sure to search the catalogs and supplier websites for the required items, before attempting to create a non-catalog requisition
Complete the following required fields when adding non-catalog items:– Item Description
– Spend Category
– Quantity
– Unit Cost
– Unit of Measure
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Demonstration
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At this time, please take your hands off of your keyboard, and watch the facilitator complete the following task:• 03_Create Requisition – Non-Catalog Items
Create Requisition – Supplier Website
Partnerships with specific suppliers have been setup to ensure CMSD receives the negotiated rates for specific items
Enables access to the supplier’s websites through Workday
Select items from the supplier’s website, and return to Workday when checking out
In addition to accessing individual supplier websites, a multi-supplier link is also available
Note: It is NOT possible to create a Change Order for orders created from a supplier’s website.
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Lesson Summary
Most employees can create Requisitions, but it will fall mainly to the secretaries and administrative personnel to create and maintain them
Use the Purchases worklet to create the type of requisition you require, view open requisitions, and view items in your Cart
There are multiple ways to create requisitions: Search Catalog, Non-Catalog Items, or Supplier Website
Be sure to correct all errors, and get help when you need it…
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Lesson 2: Processing Requisitions
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Lesson Purpose
The purpose of this lesson is to explain how a requisition flows through the Procurement process and converts to a Purchase Order
The following sub-processes can impact a requisition:– Budget Checks/Budget Amendment
– Requisition Approvals
– Supplier Maintenance
– Sourcing Non-Catalog Requisitions
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Lesson Process
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Is budget available?
PR on Hold
Budget Amendment
Process
Are Funds available?
Yes
No
No
PR Approval Process
Is budget available?
PR on Hold
Are Funds available?
No
Budget Amendment
Process
Yes
No
Purchase Order Created
(Automated)YesYes
Cancel Requisition Cancel Requisition
Sourcing Requisition
(Buyer)
Is Reqfor non-catalog
item?
Yes
No
Supplier Maintenance
Process
No
Isthe Supplier in
Workday?Yes
Add or edit WD Supplier...
Create Requisition
Process
Budget Checks
Budget check is an automated process confirming the availability of funds prior to procuring goods and/or services
Budgets are “Checked” after submitting the requisition for approval, and again after the final approval step
Budget checks pass or fails at the Spend Category Hierarchy level (e.g., 400) rather than the detail level (e.g., 419)
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Budget Check Confirmation
Buyers can confirm when the budget check passes by reviewing the items in their Workday Archive Inbox
When it fails, the initiator will receive a task in their Workday Inbox
34
Budget Check Status: Failed
Resolving Budget Check
There are two ways to resolve a failed budget check:– Modify the requisition to reduce the total cost or change the
worktags to hit a different budget
– Execute a Budget Amendment (BA), and after it is approved, resubmit the requisition
35
Budget Status Report
Execute the Budget Status report to review the available budget breakdown
Key selection criteria fields include; Plan Structure, Period, Fund, and Cost Center
36
Budget Amendment (BA)
Buyer and/or Cost Center managers will enter the Budget Amendments directly into Workday
Each BA must have offsetting Credit and Debit lines
Each BA must have at least 1 Credit line and 1 Debit line, but as needed, it is possible to have multiple Credit and Debit lines in one BA– Credit ( – ): Identifies where money is being pulled from
– Debit ( + ): Identifies where the money is being placed
37
Budget Amendment Approvals
BAs route to Finance Partners to approve General Fund amendments for their cost centers and programs
You MUST use the current date when creating Budget Amendments– It is not possible to post-date an amendment
– Click “Saved for Later” and submit when required
Cost Center managers receive notification when the BA is approved, when they are not the initiator of the BA
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Approve a Budget Amendment
The BA approver has the following options:– Send Back: returns the BA to the initiator for changes
– Deny: rejects the BA
– Approve: updates the applicable budget
The most common reason why a BA would be sent back is due to entering the incorrect worktag
39
Budget Available… What’s Next?
After the Budget Amendment is approved, and funds are available, it is necessary to Re-Submit the Requisition to re-trigger the Budget Check process
After a successful Budget Check, the approver will be able to approve or deny the requisition
40
Requisition Approval
It is up to the individual approvers on what they approve or deny, since at this point in the procurement process, it has already passed an initial Budget Check, and funds are available
Even though you have the option to Send the Requisition back to the initiator for updates, it is CMSD’s policy that you only Approve or Deny requisitions
You will know what requires your approval by frequently checking your Workday Inbox for Requisition tasks to complete
41
Demonstration
42
At this time, please take your hands off of your keyboard, and watch the facilitator complete the following task:• 08_Approve Requisition
Final Requisition Step
After approving and sourcing (Sourcing is only required for Non-Catalog Requisitions) the requisition, Workday executes a final Budget Check
Options are the same for a failed budget check; Requisition processing paused until budget is available, Cancel the Requisition, or Request a Budget Amendment to move funds
When the Budget Check passes, Workday generates a Notification to the initiator, as well as creates a Purchase Order from the Requisition– At this point, the requisition status changes to “Completed
Successfully”
43
Purchase Order Generated
44
Lesson Summary
Use the My Requisitions worklet to track the status of the requisitions you create
Budget checking occurs after the submission and approval of the requisition
When the Budget Check fails, update the requisition, cancel the requisition, or execute a Budget Amendment to move money
Pass/fail of the Budget Check sends a notification/task to the initiator
Use the Budget Status report to track your budget
45
Lesson Summary (cont.)
To procure from a supplier, they must exist in Workday– Create a Supplier Request to begin the process of adding a
supplier to Workday
– Supplier Request must be approved, prior to them being available in Workday
Only Non-Catalog requisitions require the Buyer to source the requisition
Managers review their Workday Inbox to identify which requisitions require approval– Requisitions can be Approved or Denied
46
Lesson 3: Create Purchase Orders (POs)
47
Lesson Purpose
The purpose of this lesson is to cover creating POs, updating POs before submitting for approval, and the POs approval process.
48
Lesson Objectives
Upon completion of this lesson, you will be able to:
Manually create a PO
Locate recently created POs
Know when it is possible to Edit a PO
Edit a PO
49
Lesson Process
50
Create Purchase Order
(Buyer)
Purchase Order Created
(Automated)
IsPO correct/complete?
PO Approval Process
Is PO ready to be submitted?
Display/Change PO
No
Yes
Yes
Display/ChangePO
No
Does the PO need changed?
Yes
No
Can PO be updated?
Yes
Cancel PO
No
PO Approval Process
Goods needs tobe purchase...
Employee enters PR in Workday?
Provide details to the Buyer to enter
in WorkdayNo
Istotal more than
$50K?No
Itemin Punch-out or
catalog?No
Requisition Process
Yes YesYes
Purchase Orders
Purchase orders are financial obligations between CMSD and a Supplier to deliver a certain amount of items by a certain day for an agreed amount of money
Direct Purchase Orders are orders that begin with the PO not a requisition
Only select users (Buyers & Principals) will have authorization to begin the Procurement process with the creation of a Direct PO– Direct POs follow the same approval process as a Requisitions
51
Create PO (Non-Catalog Items Only)
Enter Create Purchase Order in the Search field to access the Create Purchase Order task in Workday
You can only create POs in Workday for non-catalog items, with total order amount of less than $50,000, and you know the supplier– It is not possible to create a direct PO for catalog or supplier
website items, you would need to create a requisition for those orders
If the procurement requires Board approval, it MUST be created as a Board Awarding or Authorizing requisition
52
Demonstration
53
At this time, please take your hands off of your keyboard, and watch the facilitator complete the following task:• 12_Create Purchase Order
My Recent Purchase Orders Worklet
From your Workday Home screen, click to view the POs you have created
Access the purchaseorder by clicking theRelated Actions andPreview button to the right of the PO Number
54
Editing a Purchase Order
It is possible to “Edit” POs that have a status of Draft, In-Progress, and Approved
Editing the PO requires it to go back through the Approval process
Primary changes include:– Ordered Items
– Quantity
– Costs
– Worktags
55
Lesson Summary
Only Buyers and Principals will have authorization to manually create a Direct PO for non-catalog items
Manually created POs will follow the Requisition Approval process
It is not possible to manually create a PO requiring Board approval, they must be created as requisitions
It is possible to make edits to a POs, up to the point that the PO has been Issued to the Supplier
56
Lesson 4: Processing Purchase Orders
57
Lesson Purpose
The purpose of this lesson is cover when and how to make updates to Purchase Orders, and which changes require the PO to go back through the approval process.
58
Lesson Objectives
Upon completion of this lesson, you will be able to:
Find POs in Workday, regardless of who initiated the procurement
Review the PO Approval Process and Status
Explain why it is necessary to create a Change order when modifying a PO
59
Lesson Process
60
Issue PO to Supplier
PO Approval Process
Is PO ready to be submitted?
Display/Change PO
No
YesDoes the PO
need changed?
Yes
No
Create Change PO
Can PO be updated?
Yes
Cancel PO
No
PO Creation Process
Receipt Process
Approving Purchase Orders
Principals and Managers responsible for approving will receive a task in their Workday Inbox with a title of Purchase Order:
Review the PO Details and Approve, Send Back to the initiator for updates, or Deny
61
Demonstration
62
At this time, please take your hands off of your keyboard, and watch the facilitator complete the following task:• 15_Approve Purchase Order
Issuing the PO to Suppliers
Purchasing department members are responsible for issuing all POs to suppliers
Issuing the POs to the suppliers updates the PO Status to “Issued”
63
Creating a Change Purchase Order
When a change is required for an Issued order, you must Create a Change Order – If the PO has not been issued, simply edit the existing PO
Create a Change Order for the following reasons:– You have to increase/decrease in the required quantity
– Price changes on ordered items
– Received quantity is different than what was ordered, and no additional deliveries are expected
To be able to create a Change order, you must first locate the PO requiring the update
64
Find Purchase Orders (Optional Slide)
Report available to search for Purchase Orders
Enter as much information as possible to limit your search results
Use the Worktags field to identify your Cost Center, which limits the results to your school
Other key fields; Supplier, Document Date On, Due Date On, Status, and Requester
65
Report Results (Optional Slide)
66
Click to the left of the required PO to display the PO details.
Click to identify which columns display.
Click to export the report results to MS Excel.
Create Change Order
After locating the required PO, click the Related Action button to create a Change Order
POs with Change Orders display a Version field to indicate how many Change Orders have been created for the PO
67
Demonstration
68
At this time, please take your hands off of your keyboard, and watch the facilitator complete the following task:• 16_Create a Change Purchase Order
Available Transaction Statuses
69
Available PO Status’s:• Approved• Canceled• Change Order In Progress• Closed• Denied• Draft• In Progress• Issued• Pending issue
Lesson Summary
Managers and Principals are responsible for approving POs
Purchasing department is responsible for issuing all POs to suppliers
If an issued PO requires an update, you must create a Change Purchase Order from the original PO
Use the My Recent Purchase Order worklet to see POs you created
70
Lesson Objectives Summary
Now that you have completed this lesson, you are now able to:
Approve POs
Find POs in Workday, regardless of who initiated the procurement
Explain why it is necessary to create a Change order when modifying a PO
71
Lesson 5: Processing Supplier Contracts
72
Lesson Purpose
The purpose of this lesson is to explain the process of creating, maintaining, and approving Supplier Contract. This lesson will also include information on when to use a Supplier contract vs. a Requisition/Purchase Order.
73
Lesson Objectives
Upon completion of this lesson, you will be able to:
Identify when to create a Supplier Contracts
Describe the steps to process Supplier Contracts
Create Supplier Contracts
Amend Supplier Contracts
Approve Supplier contracts
Release/Deliver Supplier Contract to Suppliers
74
Lesson Process
75
Services needs to be purchased...
Create Supplier Contract (SC)
(Buyer)
IsSC ready to be
submitted?
SC Approval Process
Yes
Edit/Amend Supplier Contract
(SC)(Buyer)
No
Is SC approved?
No
Send SC to SupplierYes
Does the SC need changed?
Yes
Were the services
provided?YesNo
Follow-up with Supplier
No
Can SC be updated?
Yes
Cancel Supplier Contract
No
Receipt Process
Supplier Contracts
Only the Buyer roles in Workday have access to create Supply Contracts
Create a Supplier Contract to purchase all services– Examples; Professional Development, Construction Services, &
Travel Agent services, & etc.
Supplier invoices for the contract must fall within the date range of the contract to be valid, or create a Supplier Contract Amendment
Note: If you have a Paper Vendor Contract or Term Agreement, you will need to create a Supplier Contract in Workday
76
Create Supplier Contract
To create a Supplier Contract, the supplier must exist in Workday– If the supplier does not exist in Workday, complete the Create
Supplier Request task to get them added
Contract Types include:– Construction Contract – Retainage
– Service Obligating Supplier Contract
– Service Obligating Term Agreement
– Do Not Use any of the Catalog or Punchout contract types
All Supplier Contracts require you to attach the Vendor Contract or Term Agreement
77
Approve Supplier Contract
Supplier contracts requiring approval display in the Workday Inbox of the person responsible for the approval
Approvers will be reviewing the following:– Supplier involved
– Total amount
– Worktags
– Supporting documentation (Attachments)
Approver will approve the Supplier contract or send it back to the initiator for updates
78
Demonstration
79
At this time, please take your hands off of your keyboard, and watch the facilitator complete the following task:• 18_Approve Supplier Contract
Delivering a Supplier Contract
Workday generates a PDF template after approving the Supplier contract
It is not required to send the PDF template to the Suppliers, but at a minimum, you must provide the Contract Number– Contract Numbers are included on the Supplier’s invoices
– Individual schools or departments decide if the Supplier contract PDF template is sent or just the Contract Number
80
Create Supplier Contract Amendment
All changes to an approved Supplier contract occur via the creation of a Supplier Contract Amendment
The following can trigger a need for an amendment:– Extending contract dates
– Increasing dollar values
– Adding or removing line items (Change Scope of Work)
Business Rule: The person who creates the Supplier contract, should be the person creating the amendment
81
Lesson Summary
If you need to purchase services, you must create a Supplier Contract
Supplier invoices for the contract must fall within the date range of the contract to be paid
3 Types of Service Contract Types
Be sure to attach a Vender Contract or Term Agreement to your Service Contract
Workday generates a PDF template after approving the Supplier contract, which includes the Contract Number
The person who creates the Supplier contract, should be the person creating the amendment
82
Lesson 6: Receiving & Payments
83
Lesson Purpose
The purpose of this lesson is to cover the creation of receipts, and how that information flows into the Pay process.
84
Lesson Objectives
Upon completion of this lesson, you will be able to:
Describe the steps involved in the Receiving process
Create a Receipt (Partial or Full)
Troubleshoot receiving issues
85
Lesson Process
86
Does the PO need changed?
Create Change PO
Yes
Werethe goods delivered?
Follow-up with Supplier
No
No
Create a Receipt
Received damaged
items?
Received less than ordered?
Yes No
Return Process
Yes
YesNo
Is POChange Order
required?
No
YesPay Process
PO Process
Supplier Contract Process
Create Receipt
When receiving a Supplier’s delivery or service, it is necessary to create a Receipt in Workday to confirm what was in the shipment or the services provided
At times, the Supplier may send partial or multiple shipments to fill an order, create a new Receipt for each delivery received
87
Create Receipt (cont.)
Creating a Receipt for a Purchase Order or a Supplier Contract is basically the same process, with the following exceptions:
– Reference a PO number or a Supplier Contract number when
creating the receipt
– Supplier Contracts for services do not have a Ship-To Address
to review
– POs receive by quantities
– Supplier Contracts you receive by dollar amounts (Amount of
service provided)
88
89
Access the Create Receipt Task
Create Receipt (Partial or Full)
All Receipts reference the PO or Supplier Contract numbers
If receiving the entire order be sure to select the Fully Received checkbox
90
Receiving Issues
Supplier sent more than what was ordered?
– If keeping all items, then create a Change Purchase Order to
increase the ordered quantity to what was received.
– If sending the overage back to the supplier, contact the
supplier to send the items back.
Did not receive the correct items?
– Do not receive the items into Workday, and contact the
supplier to send the items back.
91
Receiving Issues (cont.)
Supplier sent less than what was ordered?
– Create the Receipt for what was delivered, and contact the
supplier to see if additional deliveries will be sent.
If additional deliveries will be sent, when they arrive, create a new Receipt.
If no additional deliveries will be sent, then create a Return Order to reduce the ordered quantity and release the balance of encumbered funds.
92
Accounts Payable
Paying suppliers require a 3-way match between the Purchase Order/Supplier Contract, Invoice, and Receipt– Purchase Order Quantity must match all 3 documents
– Supplier Contract Dollar Amount must match all 3 documents
When the following types of Match Exception occurs… – Receipt Errors, the buyer will receive a Task in their Workday
Inbox to Create a Receipt, to correct the issue
– Quantity & Invoice Errors, the AP team will reach out to the required people to help resolve the issue
93
Lesson Summary
Create a new Receipt for each delivery received
Receive Quantities for Purchase Orders
Receive Dollar Amounts for Service Contracts
Work with your suppliers to resolve delivery issues
Keep an eye on your Workday Inbox to know when to correct Receipt errors due to Match Exceptions
Supplier Accounts/Accounts Payable department will be in contact, when they need your help to resolve issues
94
Lesson 7: Procurement Summary
95
Questions Answered in Class
What are Requisitions, and when are they required?
What happens when the Budget Check fails?
How do I move money from one budget to another?
How do I create Purchase Orders (POs)?
How long does it take to get a PO approved?
What is the difference between editing a PO and creating a Change PO?
When is it necessary to create a Supplier Contracts?
Why would I create a partial receipt vs a full receipt?
96
Course Objectives Summary
Now that you have completed this course, you are able to:
Describe at a high level the Procurement process
Identify which Workday procurement tasks are completed by buyers or approvers
Purchase goods or services through Workday
97
Verify Procurement Card Transactions
CMSD Workday Finance and Procurement
Verify Procurement Card Transactions
The job aid is posted in the Spend Authorization section online, which takes you through the process of clearing charges made to your CMSD P-Card
After 2 days of “no action” on open transactions, you will receive a notification to process the transaction
After 10 days of “no action” on open transactions, your P-Card will be deactivated
What you will need to process open transactions:– You must know the Spend Category for the purchase
– You must have the receipt of the purchase
This is not a task that you can delegate99
Demonstration
100
At this time, please take your hands off of your keyboard, and watch the facilitator complete the following task:• 10_Verify Procurement Card Transactions
Next Steps
Complete the Course Assessment
How to get Help: Access job aids when you need help completing tasks
in Workday
Call the Helpdesk: (216) 838-0440 and Press Option 2for Workday support
101
Questions
102
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